Tender for the Supply, Delivery, Installation, and Calibration of a Benchtop X-Ray Diffractometer

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The contract involves the supply, delivery, installation, and calibration of a benchtop X-Ray Diffractometer for South East Technological University (SETU). This equipment is essential for testing and analyzing industrial samples, allowing for the identification and quantification of crystalline phases, percentage crystallinity, crystallite size, lattice parameter refinement, and Rietveld refinement. The successful contractor will be responsible for ensuring that the X-Ray Diffractometer meets the specified functional and technical requirements.

Key activities include:

• Supply and Delivery: Provision of a benchtop X-Ray Diffractometer system, including all necessary components.
• Installation: Setting up the equipment on-site at SETU, ensuring all components are correctly integrated.
• Calibration: Performing calibration to ensure accurate measurements and compliance with specified standards.
• Training: Providing training for university staff on the operation and maintenance of the equipment.
• After Sales Support: Offering ongoing support, including warranty services and availability of spare parts.

The system must include:

• A compact, standalone design with an interlocked radiation enclosure.
• A sealed X-ray tube with an automatic shutter.
• An automatic sample changer with spinning functionality.
• Capability for temperature control for future upgrades.
• Software integration for data collection and analysis.

The contractor must ensure compliance with all relevant health and safety regulations during the installation and operation of the equipment.

3. Background & buyer context

This procurement aligns with SETU's strategic objectives to enhance its research capabilities and support the educational needs of over 18,000 learners. The establishment of SETU in May 2022 marked a significant development in the region, which is experiencing rapid population growth and economic diversification. The acquisition of the X-Ray Diffractometer is part of a broader initiative funded by the Enterprise Ireland Innovation Partnership Program, aimed at fostering research and innovation in the south-east region of Ireland.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €200,000 (ex VAT) for each of the three most recent financial years.
• Insurance:
• Employers Liability: €13 million Euro any one accident.
• Product/Public Liability: €6.4 million.
• Professional Indemnity: €1 million for any one claim or series of claims arising from a single occurrence.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide evidence of compliance with the above criteria in their submissions.

5. Award criteria & scoring

Bids will be evaluated based on the following award criteria:

Tenderers must achieve a minimum of 60% on all criteria, excluding Ultimate Cost, to avoid elimination from the competition.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the named template with a detailed response.
• CVs: Provide CVs for key personnel, limited to two pages each.
• Pricing schedule: Use the specified format and template for pricing.
• Case studies: Include two case studies demonstrating relevant experience, with values ranging from €50,000 to €150,000.
• Declarations: Complete the ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via eTenders, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: Not specified for this tender.
• Payment terms: SETU operates a 30-day credit period, with a commitment to reduce this to 15 days upon receipt of a valid invoice.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The contracting authority reserves the right to terminate the contract under certain conditions, including failure to meet specifications.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €200,000 may limit participation to established firms, potentially excluding smaller businesses.
• The absence of detailed specifications for certifications and past experience may lead to variability in submissions.
• The requirement for comprehensive after-sales support may necessitate additional resources from bidders, impacting pricing.

10. SME fit assessment

Small and medium-sized enterprises (SMEs) that can credibly bid must:

• Have a minimum turnover of €200,000 (ex VAT) in the last three years.
• Hold the required insurance levels.
• Be capable of providing the specified technical and after-sales support.

Consortium or subcontracting arrangements are not explicitly mentioned, but may be permissible if they meet the eligibility criteria. Bid preparation is likely to require several days of effort to compile the necessary documentation and ensure compliance with the tender requirements. The presence of a minimum turnover requirement suggests that the tender may favor established firms, potentially impacting the likelihood of success for smaller bidders.

11. Where to dig deeper

• Source RFT filename: DIFFSETU202409.docx
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 1 — Form of Tender
• Appendix 2 — Declaration of Bona Fide
• Appendix 4 — Company Information